R614--Actionable - 635-New Document Shredding Contract (VA-26-00035960)
Closed Pre-Solicitation Posted
- Solicitation number
- 36C25926Q0293
- Agency
-
Veterans Integrated Service Network 19
Veterans Health Administration, Department of Veterans Affairs
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 561210 Facilities Support Services
- Place of performance
- Department of Veterans Affairs Oklahoma City VA Health Care System Oklahoma City, Oklahoma 73014, United States
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Veterans Affairs Network Contracting Office (NCO) 19 is conducting market research through this Sources Sought Notice to identify qualified vendors to provide document shredding services for the Oklahoma VA Health Care System located in Oklahoma City, Oklahoma. The procured services will include on-site commercial, secured collection and destruction of confidential documents, patient privacy information, and sensitive medical records, with both interim (on-site) and final (off-site) destruction capabilities. Key contract requirements include providing all necessary personnel, supervision, and equipment; maintaining liability insurance throughout the contract period; complying with VA Directive 6371 and all applicable federal, state, and local regulations; conducting site cleanup before departure; and ensuring all interim shredding is witnessed by authorized VA employees. Contractors are not required to be NAID certified but must follow strict confidentiality protocols under the Privacy Act and HIPAA, with criminal penalties possible for unauthorized disclosure of personally identifiable information. Interested vendors must submit capability statements including primary point of contact information, business size status, UEI, mailing address, telephone number, email address, and documentation of organizational and staff capability to Contract Specialist Shanta Harrison at Shanta.Harrison@va.gov by Monday, March 9, 2026 at 4:00 PM Mountain Time.
This procurement carries no set-aside designation, though the contracting office indicates that based on responses received, the requirement may ultimately be set-aside for small businesses, procured through full and open competition, or result in multiple awards. The Sources Sought Notice does not identify any current contractors or incumbent vendors. No specific contract value or budget range is disclosed in this pre-solicitation phase, as the government is still conducting market research to determine the procurement method. The estimated period of performance consists of one 12-month base period plus four optional one-year renewal periods, allowing for up to five years of potential contract performance. The NAICS code assigned is 561210 (Facilities Support Services), and the Product Service Code is R614 (Support–Administrative: Paper Shredding), with the place of performance at 921 NE 13th Street, Oklahoma City, Oklahoma 73014.
Notice text
The DEPARTMENT of Veterans Affairs Network Contracting Office (NCO) 19, Oklahoma VA Health Care System is issuing this Sources Sought Notice as a means of conducting market research to identify parties having an interest in, and the resources to support this requirement for DOCUMENT SHREDDING SERVICES for the Oklahoma VA Health Care System (OKC VA HCS), located at 921 NE 13th St. Oklahoma City, OK 73014. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 561210 Facilities Support Services.
furnish on-site, commercial, secured collection and destruction of confidential documents (to include on-site Interim Destruction and off site Final Destruction), paper and patient privacy information for sites within the Oklahoma VA Health Care System area of responsibility. NOTE: There is no requirement for the contractor to be NAID (National Association for Information Destruction) certified. All document destruction procedures will be followed per VA Directive 6371, Destruction of Temporary Paper Records.
SPECIFICATIONS: Contractor will be required to accomplish the following:
The contractor shall provide all personnel, supervision, equipment, and other services deemed necessary to perform all work as defined in this Statement of Work (SOW)
The contractor shall clean up any residual material before leaving the site.
All interim shredding shall take place in/on the Government owned or leased facilities herein and shall be witnessed by a VA employee authorized to witness the destruction of sensitive VA material.
The contractor shall maintain liability insurance for the duration of the contract. Insurance shall be adequate to cover all situations that could develop under this contract.
The contractor shall follow all Veterans Administration, Local, State, and federal laws and/or regulations, to include VA Directive 6371, Destruction of Temporary Paper Records regarding the transportation and destruction of classified medical documentation. Any (to include new) laws, regulations and or directives that are undated shall be followed as per the date of the update.
The contractor shall ensure that access to Personally identifiable Information (PII) is limited to authorized personnel and shall be kept in strict confidentiality. The Contractor is further informed that in accordance with provisions of the Privacy Act and the Health Insurance Portability and Accountability Act of 1996 (HIPAA), criminal penalties may result for knowingly and willfully disclosing information of this type.
On a quarterly basis, regardless of whether the shredding takes place on or off site, provide a sample of the shred outputs to ensure the terms of the contract and constitute the level of destruction required in VA Directive 6371.
PERIOD OF PERFORMANCE
The estimated period of performance for this service from date of award is 1 12-month Base Period, plus 4 1-year Option Periods.
BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION, and multiple awards MAY be made. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. SUBMISSION INSTRUCTIONS: If your organization can provide these services and is interested in this opportunity, please respond to Shanta Harrison, Contracting Officer, Department of Veterans Affairs, NCO 19 via e-mail at Shanta.Harrison@va.gov with a statement describing your capabilities. The capability statement shall include a primary point of contact, complete mailing address, telephone number, email address, the company s business size status, UEI, and should address this specific requirement, with appropriate documentation supporting claims of organizational and staff capability. Please be as thorough as possible in your submission, and include information on the SIZE of your business, and any multiple award schedule contracts your company holds. Requests for copies of a solicitation will not be honored or acknowledged. The deadline for responses is Monday, March 9, 2026 at 4:00 PM mountain time.
Files
| File | Type | Posted |
|---|---|---|
| 36C25926Q0293.docx | DOCX document |
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